Sponsored Project Administration - SPA

Accept Award

Award Document

When
a sponsor decides to fund a proposal, they send a Notice
of Grant Award to UVM. This document is called many different
things, but in all cases, it represents a binding agreement to
provide funding for a project. Until this document is received, reviewed, accepted and executed, the project is not officially awarded.

Award

Award Letter

Contract Award

Cooperative Agreement

Letter of Agreement

Master Agreement

Memorandum of Understanding

Notice of Grant Award

Purchase Order

Sponsor Award

Subcontract

Others...

Negotiation of Terms and Conditions

The
Principal Investigator is responsible for carefully reviewing and
verifying the scope of work and deliverables (when present). SPA
will negotiate on behalf of UVM and the
Principal Investigator to correct or amend any unfavorable wording
relating to the work product. The Principal Investigator
needs to make clear to the SPA Research Administrator any needed
changes early in the negotiation process. SPA is soley
responsible for negotiating favorable terms for all sponsored projects
on behalf of UVM and the Principal Investigator.

Keep in Mind...

All grant awards are made to UVM - not to the Principal Investigator

SPA is solely responsible for accepting grant awards on behalf of UVM and the Principal Investigator

SPA Research Administrators are authorized to negotiate on behalf of UVM

Projects may not begin until after the award has been accepted by UVM

Sometimes
the negotiation process is quick and easy and sometimes it takes more
time. The ease or complexity of the negotiation largely depends on
the type of sponsoring agency and the complexity of the negotiations.

Federal government agencies are usually well
versed in the terms and conditions acceptable to universities and these
negotiations tend to move quickly.

On the other hand, industrial
sponsors, foundations and state sponsors may not have a clear understanding of university requirements
and the negotiation process may take longer.

In
every case, the
Principal Investigator is kept informed of the progress of the
negotiations. SPA Administrators are skilled negotiators who work
to establish and maintain good working relationships with sponsors
to help streamline the award negotiation process while ensuring that
sponsored projects are entered into under the best possible terms and
conditions.

Areas of concern typically include
the following:

Publication rights

Non-disclosure/confidentiality

Intellectual Property

Data Ownership and Use

Warranty and Guarantee

Indemnification

Arbitration

Governing Law

Pricing Conditions

Billing Frequency

Reporting Requirements

Termination conditions

Award Acceptance

Once UVM
and the sponsor reach agreement on the terms and conditions, a new
Notice of Grant Award is issued, or the original Notice of Grant Award
is amended. Once the Notice of Grant Award is fully executed (signed by
both parties), SPA can move forward to set up a new project account in
PeopleSoft so that the Principal Investigator can begin the project
work.